Improving Team Collaboration With Microsoft Whiteboard

The whiteboard has been a staple of collaboration since the invention of the dry erasable marker in 1975.

As technology evolved, so did the whiteboard, culminating in the rise of digital collaboration tools.

Microsoft Whiteboard stands out in this digital transformation, offering a robust solution for small and medium-sized businesses already engaged with Microsoft’s software products and another digital improvement from an already successful work style for collaboration.

What Is Microsoft Whiteboard and Who Can Use It?

Source: Microsoft

Microsoft Whiteboard is a dynamic digital canvas that offers a space where you and your team can ideate, create, and collaborate. Here’s a breakdown of some of its features and capabilities:

• Real-time collaboration: Microsoft Whiteboard offers extensive support for real-time collaboration. Team members can simultaneously edit the canvas from different locations. Features like annotations in Teams meetings, the ability to follow a user’s point of view, and collaboration with external users make brainstorming and working together more fluid and interactive.
• Drawing and writing tools: The application provides various tools for creative expression. The inking toolbar lets users customize pencils, draw shapes, and use highlighters and erasers. Shape recognition and straight-line drawing further enhance the writing and drawing experience. Keyboard shortcuts for these tools ensure quick access.
• Enhanced interactivity: Microsoft Whiteboard elevates engagement with capabilities to insert links, online videos, and Bing images. Users can also add reactions, engage with playable videos directly on the canvas, and lock or unlock objects to maintain the structure of the whiteboard.
• Organization and design: Designed to keep ideas structured and visually appealing, features such as sticky notes and grids, adjustable templates, and the ability to lock and unlock objects enable a well-organized and custom-designed canvas. Users can also choose from various templates and export the whiteboard as a PDF.
• Integration with other tools: Microsoft Whiteboard’s seamless integration with other Microsoft products, especially within Microsoft Teams, creates a unified collaboration experience. Users can open existing whiteboards in Teams meetings, share their screen and annotate during presentations, and even collaborate with participants from other organizations.

Microsoft Whiteboard is automatically enabled for applicable Office 365 and Microsoft 365 tenants and available on various platforms, including Windows, iOS, Android, Surface Hub, and the web. Your content on Whiteboard is securely stored in OneDrive for Business and Azure, with OneDrive being the default storage for all new whiteboards.

Tips for Using Microsoft Whiteboard More Effectively

Now that you’ve gained insights into what Microsoft Whiteboard offers, it’s essential to leverage its capabilities fully. Below are some practical tips to help you and your team harness the full potential of this dynamic platform:

• Utilize templates: Choose from over 40 fully customizable templates for brainstorming, problem-solving, and more. These pre-structured canvases provide a head start to your creative sessions.
• Control editing permissions: Decide whether others can view or edit your whiteboard by adjusting sharing settings. Include a personal message for link recipients for a customized touch.
• Embed Microsoft Loop components: Enhance collaboration by incorporating Loop components from Outlook and Teams. Simply copy and paste them onto your whiteboard for more interactive engagement.
• Draw straight lines easily: By holding the Shift key while drawing, create straight lines that snap to angles or ink straight arrows. It’s a simple trick for a professional look.
• Engage with collaborative cursors: Witness real-time collaboration by observing what team members are working on. Collaborative cursors make the experience immersive and synchronized.
• Create structure with note grids: Use customizable grids to organize sticky notes, creating a well-arranged visual representation. This clear structure aids in both planning and analysis.
• Draw attention with laser pointer: During collaboration, highlight key aspects using the laser pointer feature. It’s an effective way to draw focus and emphasize important points.
• Quickly switch between tools: Seamlessly switch between ink tools using keyboard shortcuts. For example, you can press Alt + H to activate the Highlighter tool or Alt + X to activate the Erase tool.
• Align and arrange objects: Effortlessly align, rotate, or change the layering of objects with Object Alignment and the Bring to Front/Send to Back feature. This adds clarity to your visual presentation.
• Color code ideas: Organize ideas with 12 different sticky note colors, categorizing them by relevance or contributor. This visual approach helps streamline discussions.

By implementing these tips in your daily use of Microsoft Whiteboard, your team can unlock a more organized and effective collaborative experience.

Conclusion on Whiteboard

Microsoft Whiteboard is a versatile and user-friendly platform that empowers businesses to innovate and communicate more effectively. From its seamless integration with other Microsoft products to its rich array of interactive features, this digital canvas is a must-have tool for teams seeking to thrive in today’s interconnected world.

We at OSIbeyond can help you set up Microsoft Whiteboard along with other Microsoft products, ensuring that you have the right tools at your fingertips to foster creativity, collaboration, and success in your business endeavors. Feel free to reach out to us for more information.